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Alma Resource Management Guide

This guide explains all aspects of the cataloging process, including loading, editing, and deleting bibliographic records, holdings records, and item records in Alma.

Editing Holdings Records

 

Page Contents:
Overview
Editing a Holdings Record
Editing the Call Number in a Holdings Record
The "Change Holdings Information" Job

Overview

Holdings records are edited in the MD Editor.

Here are scenarios where holdings records may need to be edited after creation:

  • Change the call number 
  • Change the location
  • Update/change serials holdings information

Note: Library and location can be changed from an item record, as well as, the holdings record.

 

Editing a Holdings Record

To edit a Holdings record in the MD Editor:

  1. Perform an All Titles or Physical Titles search for the record
  2. Click Holdings 
  3. Click Edit 
    • One Holding - Click Edit at the top of the screen
    • Multiple holdings - Click Edit from the ellipses of the holding record being edited
  4. The holdings record will open in the MD Editor
  5. Make changes to the holdings record
  6. Click Save>Save and Release Record (Ctrl+Alt+R)

Editing the Call Number in a Holdings Record

 

The call number may need to be edited if:

  • The local call number is different than in the MARC bib record record
  • Adding a local call number to the MARC bib record 090 or 099 fields as local extensions
  • The title is being used instead of the call number

To Edit a Call number in a Holdings Record:

  1. Perform a Physical Titles repository search
  2. Click Holdings 
  3. Click Edit
    • One Holding - Click Edit at the top of the screen
    • Multiple holdings - Click Edit from the ellipses of the holding record being edited
  4. Click in the first indicator of  MARC 852 
     
  5. Change the first indicator
     
  6. Click Record Actions>Update from Bibliographic (Alt+U) 
     
  7. Click Save>Save and Release Record (Ctrl+Alt+R)

To Remove the Call Number in a Holdings Record: 

  1. Perform a repository search for the bib record
  2. Click Holdings                                                                                                                                                
  3. Click Edit     
    • One Holding - Click Edit at the top of the screen
    • Multiple holdings - Click Edit from the ellipses of the holding record being edited
  4. Click in the first indicator of  MARC 852 
     
  5. Change the first indicator to 5 
     
  6. Delete $$h $$i 
     
  7. Click Save>Save and Release Record (Ctrl+Alt+R)

Using the "Change Holding Information" Job